Supervisory Medical Support Assistant

Veterans Health Administration • Phoenix, AZ

1d • Onsite

About The Position

The Supervisory Medical Support Assistant serves as the supervisor for the Coordination and Scheduling Center (CSC) Specialty Consult Team in the Health Administration Service (HAS) and provides administrative support within the Phoenix VA Health Care System. This position is located at the Carl T Hayden Veterans Administration Medical Center, 650 East Indian School Road, Phoenix, AZ, 85012. The Department of Veterans Affairs is implementing a streamlined 30-Day Hiring Model to accelerate hiring while maintaining merit-based selection. This process reduces traditional hiring timelines by integrating early coordination, faster assessments, and efficient pre-employment actions. Applicants can expect a more transparent, predictable, and efficient hiring journey. Once the announcement closes, HR will quickly review applications, issue certificates of eligible candidates, and refer applicants for hiring manager consideration. HR may arrange interviews and request references within 3-5 days after referral. Following a tentative offer, applicants should be prepared to complete required steps like fingerprinting, background checks, credentialing, and medical examinations within 3 days. Applicants will receive clear communication at key milestones and should be prepared to start within 30 days of the announcement closing. Onboarding tasks may continue after starting.

Requirements

• Must be a U.S. Citizen to apply for this job.
• Selective Service Registration is required for males born after 12/31/1959.
• Must be proficient in written and spoken English.
• Subject to background/security investigation.
• Selected applicants will be required to complete an online onboarding process.
• Acceptable form(s) of identification will be required to complete pre-employment requirements.
• Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
• Complete all application requirements detailed in the "Required Documents" section of this announcement.
• As a condition of employment for accepting this position, you will be required to serve a 1 or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest.
• Citizenship. Citizen of the United States.
• English Language Proficiency. Candidates must be proficient in spoken and written English in accordance with 38 U.S.C. § 7403(f).
• Education. High school diploma, General Education Development equivalency certificate, or proficiency certificate from a State or territorial-level Board or Department of Education.
• One year of experience equivalent to the GS-7 grade level leading or supervising MSAs or equivalent administrative patient support staff in a non-VA medical inpatient, outpatient, or interdisciplinary setting.
• Ability to provide the full range of administrative and supervisory duties to at least one subordinate MSA supervisor or team leader in a patient support setting which includes assignment of work, performance evaluations, selection of staff, and recommendation of awards and/or advancements.
• Ability to collaborate, communicate, and demonstrate customer service and interpersonal skills with internal and external customers to ensure quality/continuity of care and ensure compliance with established policies and regulations.
• Ability to provide briefings, orientations, staff development, and training in a patient support setting.
• Ability to manage fiscal matters, forecast resource and equipment needs, and identify budget needs.
• Advanced knowledge of managing or leading patient support staff in a clinic. This includes independently utilizing reference sources, decision making, and empowering the team to collaborate and resolve problems within a complex systems environment.
• The employee has administrative and professional responsibility for planning and directing the subordinate lead, supervisor, and MSA's activities.
• Responsible for extracting and analyzing data to provide reports to senior management in support of tracking measures.
• The work is principally sedentary. There is some walking, bending, standing, and carrying of light items, such as papers, and files, which are customary physical demands of the position.
• There is light physical activity including pushing, pulling, reaching, stooping, and climbing stairs.

Nice To Haves

• If selected, applicants should be prepared to come onboard within 30 days of the announcement closing.

Responsibilities

• Responsible for coordinating the section's administrative support activities such as records management, scheduling accuracy, and data analysis.
• Providing technical and administrative supervision to a unit of Lead MSAs and Advanced MSAs.
• Oversees the daily operation of the unit, ensuring that agency policies and priorities are being followed.
• Making work assignments, set or negotiate deadlines, and designates completion dates.
• Hearing and resolving minor complaints from employees, referring group grievances and more serious unresolved complaints to the higher-level manager.
• Effects minor disciplinary measures such as warnings and reprimands and recommends action in more serious cases.
• Responsible for setting team goals and technically directing the work of subordinates and ensuring that agencies policies and procedures are followed.
• Interviewing candidates for positions in the unit; recommends appointments, promotions, and reassignments to unit positions; identifies and provides resources for training needs; and finds ways to improve production or increase the quality and efficiency of work within the area of authority.
• Responsible for extracting and analyzing data in order to provide reports in support of performance measures to senior management.
• Being a communication facilitator, arranging meetings and in-services as necessary to ensure that information and knowledge are communicated to staff.
• Coordinates the leave of MSAs, approves time and leave as appropriate, and arranges cross training to provide adequate coverage.
• Promotes veteran registration for and utilization of MyHealtheVet (MHV).
• Trains staff on the requirements of VHA Scheduling Directives and complete accurate scheduling responsibilities.

Benefits

• A career with the U.S. government provides employees with a comprehensive benefits package.
• As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding.
• Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent.
• Contact the hiring agency for more information on the specific benefits offered.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: High school or GED